**Incorporating the Trainee One Day Event on 7 January**
APPLICATION TO EXHIBIT & SPONSOR 7th-9th JANUARY 2014
Name of Organisation: …………………………………………………………………………………………………………………………………………………
Contact Name: ………………………………………..…………………………………………………………………………………………………………………..
Address: ………………………………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………………………………..…………
E-mail: ……………………………………………………………………………Tel: ……………………………………………………………………………………
1. EXHIBITION SPACE
Number of units required (2m x 1m unit) 1 / 2 / 3 / 4£325 + VAT per unit
£120 + VAT per additional unit
Preferred unit space number (see floor plan)1st Preference: ______
2nd Preference:______
3rd Preference: ______
Is electricity supply required?Yes / No
Are table covers required? Yes / No
Are you bringing your own floor stand? If so please let us know the size (length, height & width)
……………………………………………………………………………………………………………………………………………………………………………………
Name(s) and details of people who will be attending the conference (maximum of two places):
Exhibitor One
Name: …………………………………………………………………….
Access requirements: ……………………………………………..
Dietary Requirements……………………………………………..
Exhibitor Two
Name: ………………………………………………………………………..
Access requirements: ………………………………………………..
Dietary Requirements: ……………………………………………….
Exhibitors will receive:
Complimentary tea/coffee/lunches and access to the conference sessions for two exhibitors per day;
company listing in the programme; listing on the event website and exhibitor information pack.
Please note: the deadline for the logo & profile to appear in the printed booklet is Friday 22November 2013
2. CONFERENCE PACKS & TAKE ONE TABLE
Inclusion of single sheet flyer (A4 size) £150 + VAT
Inclusion of a 2-6 page document £275 + VAT
Inclusion of a document of 7 pages or more £350 + VAT
** All documents for inclusion in delegate pack must be received by the BPS Conference Office before
Friday 6 December 2013. Approximately 300 copies will be required. **
Take-one Table£100 + VAT
Brochures, leaflets, magazines, pens,mugs, etc. will be displayed prominently so that those visiting the exhibition area can help themselves. Please send 50–150 of your items before Friday 6th December 2013.
Please outline your item here: ......
3. SPONSORSHIP OPPORTUNITIES (Please tick the item(s) you wish to sponsor)
All sponsors will receive their company profile listed in our programme and website
Package / Cost (exc. VAT) / √ThursdayDrinks Receptionat The Oxford Hotel (logo and profile on invitation tickets and in programme book, space for company banners at venue, flyer in conference packs and 2 complimentary places at the wine reception) / £500
Programme & Abstract Book(company logo on front cover and full page advert on inside front cover or outside back cover - deadline for this option: 15th Nov 2013) / £400
Delegate Pens (exclusive branding, company logo/name or web address on all pens provided to all delegates – deadline for this option:25th Oct 2013)50% off if you supply own pens / £250
Delegate Notepads (exclusive branding on all notepads provided to all delegates - deadline for this option:15th Nov 2013)50% off if you supply own pads / £200
Delegate List (exclusive branding, company logo/name or web address on all delegate lists provided to all delegates - deadline for this option: 12th Dec 2013) / £150
Rolling PowerPoint Screen Advertising (your advert set in PowerPoint viewed on the screen in the session room during the conference - deadline for this option: 12th Dec 2013) / £150
Please note that if you would like to discuss the possibility of a package deal on sponsorship and exhibition, please contact Priscilla Chauhan on 0116 252 9555 or email
4. PAYMENT
TOTAL AMOUNT PAYABLE £……………………..Inc VAT
We will be making a bank transfer for the above amount (please contact the conference office for details)[ ]
We enclose a cheque made payable to the British Psychological Society for the above amount [ ]
We wish to pay via my debit/credit card[ ]
Please email this form to and call the conference office on
0116 252 9555to make a secure payment.
Please tick this box if you would like a receipt for your payment [ ]
We wish to pay by Invoice [ ]
Please invoice (contact name and full postal address)
……………………………………………………………………………………………………………………………......
……………………………………………………………………………………………………………………………......
……………………………………………………………………………………………………………………………......
Tel No ……………………………………Purchase Order/Ref No ……………………………………………. (Required for all invoice requests)
Email address...... (Required as invoice is sent electronically)
Please note: we are unable to issue an invoice without a purchase order/ref no. Invoices cannot be issued less than 30 days prior to the event.
Please return this completed form to:
Priscilla Chauhan,
BPS Conferences, The British Psychological Society, St Andrews House, 48 Princess Road East Leicester LE1 7DR
Tel: +44 (0) 116 252 9555 Fax: + (0) 116 255 7123 Email:
Discount on advertising in The PsychologistOnce you have booked your exhibition space at our conference, save 20% on advertising rates* in The Psychologist. Contact Giorgio Romano at RedActive on 0207 880 7556 or for further information.
*Not available with any other offers
Terms and conditions of exhibition, sponsorship & pack inserts for
Division of Educational & Child Psychology Annual Development Event 2014
(incorporating the Trainee Day on 7th Jan)
The terms below are used through this document. For clarification each has been defined.
‘Exhibitor’ is used to describe any organisation or person who has made an application to exhibit and had that place confirmed in writing.
‘Sponsor’ is used to describe any organisation or person who has made an application to sponsor a package or item from the sponsorship opportunities list and had that confirmed in writing.
‘Organiser’ refers to BPS Conferences.
‘Exhibition’ refers to The British Psychological Society’s Division of Educational & Child Psychology Annual Professional Development Event 2014 (incorporating the Trainee Day)
‘Venue' refers to the Oxford Hotel
‘Pack insert’ refers to a leaflet or booklet that is included in each delegate pack.
General
All Exhibitors, Sponsors and those wishing to book Pack Inserts must confirm their booking by completing the official booking form and attaching a cheque, BACS details, credit card number or an official purchase order. Any invoices issued should be paid within 30 days and must be paid prior to the event. Your payment will not be allocated to your balance until a remittance advice slip has been received by the Organisers. If you are unable to provide a remittance advice, please contact BPS Conferences with the date, account name and the amount transferred.
No exhibition stand, sponsorship item or pack insert may be sub-let to a third party without written consent of the organisers.
Cancellations (or reduction in requirements) must be notified in writing and will be charged based upon the date of notification.
More than 3 calendar months prior to the event – 20%
Less than 3 calendar months and more than 1 calendar month prior to the event – 50%
Less than 1 calendar month prior to the event – 100%
(All cancellations are subject to mitigation)
Pack inserts only
Pack Inserts must be sent to the BPS Conference Office for inclusion in the delegate packs by 6 December 2013. If you fail to make this deadline we cannot guarantee that your inserts will be included in the packs. The Organiser will inform parties who have booked Pack Inserts of the number required on confirmation of booking. The Organiser will inform parties of any increases or significant decreases in predicted delegate numbers. It is the Sponsor’s responsibility to ensure the inserts arrive at the Society’s Leicester Offices by the date stated.
Exhibition only
The Organisers will produce a printed version of the exhibition floor plan. While the Organiser will attempt to preserve the printed layout of the exhibition, should it be necessary to revise the layout for any reason, the organiser reserves the right to transfer an Exhibitor to a suitable alternative space. The Exhibitor must occupy the space allocated by the organiser. Exhibitors will be allocated spaces based on the number of units booked. Exhibitors MUST not take up more space than they have booked without onsite authorisation from the Organiser.
The Exhibitor will have no claim against the Organiser, the venue or any other contractor with regards to any loss or damage during the exhibition or carriage of equipment. Exhibitors are advised to ensure they have adequate insurance.
It is the responsibility of the Exhibitor to ensure that employees and any display equipment comply with the latest legislation regarding the Health and Safety at Work regulations.
The Exhibitor MUST abide by the set-up and breakdown times as stated by the Organiser. The set up/break down times will be listed in your confirmation information. If an Exhibitor cannot attend the full conference they may wish to consider one of our sponsorship opportunities or a conference pack insert, exhibition units will be reserved for Exhibitors who can attend the full conference.
Please ensure the documents in your ‘exhibition information pack’ at the conference are read and understood.
Sponsors only
All packages are sold on a first-come first-served basis. The Organiser’s reserve the right to amend the contents of all packages.
The Sponsor should provide the Organiser with logos in the correct format on request. The Organiser will provide pdf samples of any printed materials containing the Sponsors logo (if applicable).
By completing the booking form the Exhibitor/Sponsor agrees to all terms and conditions and all other instructions listed.